P A LR a P Copyeditor Training

1. Presented by John Barnett Co-Editor, Pennsylvania Libraries: Research & Practice PALRaP Copyeditor Training

2. Who is the editorial team? The importance of copyediting Types of editing Using Open Journal Systems, the PaLRaP platform Copyediting tools and guidelines Training goals

3. Editorial team • Editors • John Barnett • Tom Reinsfelder • News Editors • Larissa Gordon • Linda Neyer • Copyeditors • Clinton Baugess • Stephanie Gillespie • Jordana Shane • Julie Watson • Layout Editors • Stephanie Gillespie • Jessica Howard • Lauren Kime • Marketing Coordinator • Christina Steffy

4. visually speaking

5. Sponsor: College and Research Division, Pennsylvania Library Association Publisher: University Library System E-Journal Publishing Program at the University of Pittsburgh Peer reviewers Authors Partners and players

6. Organizationally speaking

7. Improves how the message is communicated Avoids vagueness and confusion in meaning and appearance Reflects well on the editorial team, the publisher, and our sponsor Makes our authors look knowledgeable, intelligent, with a focus on detail and accuracy Makes our journal more reliable and reputable What’s so important about copyediting?

8. Copyediting (aka manuscript editing) • Attention to every word, punctuation mark • Thorough knowledge of style to be followed • Ability to make quick, logical, and defensible decisions • Includes mechanical and substantive editing • Does not include developmental editing, which occurs before the manuscript is accepted Copyediting (according to Chicago)

9. Consistent application of a particular style to a work Text, documentation, tables, illustrations Capitalization, spelling, hyphenation, punctuation, abbreviations, etc. Grammar, syntax, and usage Types of editing: Mechanical

10. Organization and presentation of content (Some) rewriting to improve style or eliminate ambiguity Reorganizing and tightening Not as thorough as developmental editing Types of editing: Substantive

11. Significant editing should be undertaken in consultation with the editors; editors will consult with authors as needed Use a light to moderate editorial hand Suggest changes rather than change outright Respect the author’s style, “whether flamboyant or pedestrian” Copyediting should improve how the message is communicated; it should not change the message A balanced approach

12. OJS, Open Journal Systems, an open source system developed by the Public Knowledge Project Not always intuitive but a well-regarded platform for open access journals Support from Pitt’s E-Journal Publishing Program New software version coming soon The PaLRaP platform

13. Step 1: Initial copyedit Step 2: Author copyedit Step 3: Final copyedit Copyediting in 3 steps

14. 1 - Editors assign manuscript

15. 1 - Log in to see your assignments

16. 1 – Begin copyediting

17. Open file and save to your computer • Review copyediting instructions • Edit in Word • Review > Track Changes • Review > New Comment to make suggestions/ask questions • Option: Add additional comments and save via PaLRaP site (don’t email to author); comments can be seen by author) • Option: Upload additional Word document with comments (don’t email to author); comments can be seen by author 1- Initial copyediting process

18. 1 – Copyedit instructions

19. 1 – More copyedit instructions

20. 1 – Comments entered via site

21. 1 – Uploaded file with comments

22. 1 – Mark as complete

23. Either send e-mail, remembering to remove the author from the “to” field • Or replace author’s e-mail with palrap@mail.pitt.edu (listserv address) • If you select “skip e-mail,” no e-mail is sent, and you’ll have to contact the editors outside of OJS • Keep communication in OJS as much as possible 1 – Notify editors of completion

24. 1 – Send or skip e-mail

25. Editors notify author that manuscript is ready for review Author log ins, reviews changes, accepts/rejects/changes Author uploads new version and completes author copyedit Editors review and send manuscript back to copyeditor for final copyedit Step 2- Author copyedit

26. Editors notify you that manuscript is ready for final copyedit Log in, open author-edited version of manuscript, and save to your computer Review and make any final edits Upload new version of manuscript Mark as complete and notify editors via e-mail Editors will review, assign to layout editor Step 3 – Final copyedit

27. 3 – Final copyedit

28. 3 – Final copyedit

29. 3 – and you’re done!

30. Publication Manual of the American Psychological Association, Sixth Edition (2010) (aka APA Style Guide) • Online assistance: Austin Community College guide to APA documentation • http://library.austincc.edu/help/APA/ Copyediting tools: APA Style

31. Chapter 4, The Mechanics of Style Table 4.1., Guide to Hyphenating Terms 4.31-4.33, Numbers and Numerals Chapter 6, Crediting Sources (citing) Table 6.1., Basic Citation Styles Chapter 7, Reference Examples APA Style particulars

32. Space after punctuation marks Oxford commas (a, b, and c) Dashes Quotation marks Capitalization Numbers and numerals See also PaLRaP in-house copyediting guide The mechanics of style (Chapter 4)

33. "E-mail," "e-book," etc. • "Nonprofit," not "non-profit." "Not-for-profit," however. • Properly hyphenate adjective-and-noun compound terms. • “problem solving” vs. “problem-solving skills” • “twentieth century” vs. “twentieth-century librarianship" • "the full text of an article" vs. "a full-text article" • "statistics gathering" vs. "statistics-gathering methods" • BUT • "high school" and "high school teaching" • "service learning" and "service learning assignments" • In the latter case, "service learning" and "high school" are considered two-word nouns Guide to hyphenating terms (Table 4.1.)

34. In general, use numerals to express numbers 10 and above and to represent time, dates, ages, scores and points on a scale, and exact sums of money (4.31) Use words to express numbers when a number begins a sentence, title, or text heading; for common fractions ("one fifth of the class . . ."); and for universally accepted usage (e.g., "the Twelve Apostles") (4.32) Sometimes you will need to combine numerals and words to express numbers. For example, "2 two-way intersections" or "ten 7-point scales.“ (4.33) Numbers and numerals (4.31-4.33)

35. When to cite (p. 169) • “Cite the work of those individuals whose ideas, theories, or research have directly influenced your own work” • “In addition . . . Provide documentation for all facts and figures that are not common knowledge” Crediting sources (Chapter 6)

36. Four categories • First citation in text • Bradley, Ramirez, and Soo (1999) • Subsequent citations in text • Bradley et al. (1999) • Parenthetical format, first citation in text • (Bradley, Ramirez, & Soo, 1999) • Parenthetical format, subsequent citations in text • (Bradley et al., 1999) Basic citation styles (Table 6.1.)

37. Multiple sources • List alphabetically, not by date • “Adams (2004), Brown (1999), and Connor and Jones (2010) observed that . . .” • (Adams, 2004; Brown, 1999; Connor & Jones, 2010) Multiple sources

38. Check both citation and reference list for style • Check that author cited the work in the text and listed it in the reference list • Often authors forget to do so, including it in one but not the other • It needs to be in both places • Verify references (title, date, volume, number, page numbers, etc.) • Use a library database or a publisher’s website to verify • Often there are errors • Test URLs and DOIs Reference examples (Chapter 7)

39. Include a DOI (digital object identifier) for reference list items • For DOIs, there should be no space between “doi:” and the actual DOI doi:10.1016./j.acalib.2010.06.002 • There should be no period after the DOI either • If no DOI is available • For a website or web document/report, cite the URL • For an electronic version of a print publication that is accessed in a database, no URL is needed. Just cite as if you were using the print version • For an electronic-only journal (such as PaLRaP), most of the articles should use a DOI. If not, include the URL to the article. • For URLs • Drop http:// when citing a URL in the text • But do use http:// to indicate URLs in reference lists • Use phrase “Retrieved from http://www.abc.edu” to list URLs in reference lists • Note that there is no period at the end of the URL in reference lists DOIs and URLs

40. Past issues of PaLRaP for guidanceon style, citations, reference lists, etc. • We have probably been inconsistent as well—but we’ve tried hard not to be See also

41. Misspellings Lack of subject-verb agreement Run-on or incomplete sentences Incomplete or inaccurate citations and references Transitions between paragraphs or sections Contractions Common issues

42. No Oxford comma Too many/too few commas Mixed punctuation between in-text and parenthetical citations and in the reference list Forgetting to spell out first reference to an abbreviation Double blank space after period No space between abbreviated initials in a name More Common Issues

43. Official APA style resource Answers a lot of pesky questions that don’t get addressed in the publication manual http://blog.apastyle.org/apastyle/ Tools: APA Style Blog

44. PaLRaP in-house style guide • http://www.palrap.org/ojs/index.php/palrap/pages/view/copyeditguide • Doesn’t cover everything but highlights style unique to PaLRaP and key points in APA style to know • Updated periodically; send us your suggestions Tools: PaLRaP copyeditor’s guide

45. Merriam-Webster’s Collegiate Dictionary, Eleventh Edition (2012) Online: http://www.merriam-webster.com/ Helpful for word usage and spelling What if something’s not listed? APA may help or contact PaLRaP editors Tools: Merriam-Webster Dictionary

46. The Chicago Manual of Style, 16th Edition (2010) • Much more detailed than APA • Use only as a supplement, when you can’t find what you need in APA • If you make a copyediting decision based on Chicago, let us know (comment feature in Word or style sheet) Tools: Chicago Style

47. Strunk, W., Jr., and White, E. B. The Elements of Style, Fourth Edition (1999) • Useful for understanding, interpreting, and improving • Grammar • Punctuation • Writing style Tools: Strunk & White

48. Use paper or a document to keep track of the style decisions you make as you copyedit • Punctuation • Capitalization • Word usage • Optional: Note page number of occurrence • Helps with consistency • Helps you follow up on concerns Make your own style sheet

49. If you were copyediting the following, what would catch your attention? • “In his study, Henderson, et al. (2009) questioned the assumptions about digital libraries made by recent graduates of MLIS programs.” • “His”? How do we know? • Agreement (“his” vs. “Henderson et al.”) • No comma between “Henderson” and “et al.” • Do you need to spell out “MLIS”? Quiz question 1

50. What would you change about this reference list item? • Barnett, John and Tom Reinsfelder. (2013) “Palrap, Act II.” Pennsylvania Libraries Research and Practice 1 (2), pp. 1-5. DOI: 10.5195/palrap.2013.51. • No full names in APA; wrong order • Period after date • “Palrap”? Check also the journal title • No quotation marks around title; italicize volume • Page numbers, capitalization of “doi,” space between colon and actual doi, no period after doi Quiz question 2